Organizational Tabletop Exercise Hurricane Scenario Community Based Organizations

Organizational Tabletop Exercise Hurricane Scenario (Community. Based Organizations) Date | Location 1

Objectives Discuss a hurricane scenario to determine how your organization would prepare for a hurricane, paying special attention to your emergency response plan, capabilities, and staff responsibilities. Identify any weaknesses in your plan, and consider the best ways to respond to the needs of your employees, volunteers, and the people you serve during a hurricane; ensure your organization is operational as soon as possible after a hurricane. Debrief after the scenario to improve your response to emergencies and disasters and troubleshoot any other unresolved questions. 2

General Ground Rules This is a training exercise, not a test, so let’s keep it fun and positive! We’ve identified who is a participant and who is an observer. Observers are asked to hold all comments and questions until after the scenario, at which point we’ll open the discussion to the whole team. Please speak up if you’re unclear about your role. A scenario will be presented followed by related questions. All participants’ thoughts and ideas are encouraged, so please speak up! 3

Hurricane Scenario Monday, 8: 00 a. m. : The National Hurricane Center reported that after a week in warm open waters, Hurricane Milo is approximately 200 miles off the coast of [Insert local shoreline]. The local office of the National Hurricane Center issued a hurricane watch for large portions of the coast, including [Insert community]. Currently a Category 1 hurricane, Milo continues to gain strength and is projected to make landfall within 72 hours. Forecasters are already warning of the potential for this storm to become an extremely powerful Category 4 hurricane. 4

Gather Information Key Themes: Monitoring of weather conditions Notification and communication plan Assessing potentially affected operational components Decision-making and decision makers 5

Hurricane Scenario Update # 1 Tuesday, 12: 00 p. m. : The storm has strengthened and the local office of the National Hurricane Center has issued a Hurricane Warning for [Insert community]. Hurricane Milo is a Category 3 storm, projected to make landfall in our area within the next 36 hours. A storm surge of 13 to 18 feet is forecast near and to the east of where the center will make landfall. The Governor has declared a state of emergency and has issued an evacuation order for our area. As a result, many employees and volunteers are asking to return home or are not coming to work at all. In addition, many local schools and child care facilities are closing early today. Several major roadways are impassable due to traffic from the evacuation. 6

Prepare Key Themes: Contingency planning based on weather updates Notifications and communications Employee work status and key personnel Protocol for early closure Process for accounting for employees & volunteers The next 36 hours: decision-making and decision makers 7

Hurricane Scenario Update # 2 Thursday, 9: 00 a. m. : Hurricane Milo has made landfall as a Category 4 storm 10 miles south of [Insert community] with sustained winds of 137 mph. The initial storm surge was recorded at 16 feet, with an additional 5– 8 inches of rain falling in the past 24 hours. As a result, local waterways are now 10 feet above flood stage. Damage reported by the media includes flooded homes and businesses across a widespread area, flooded and debrisclogged roadways, and large areas without power. 8

Take Action Key Themes: Immediate actions and priorities Continuity of operations; back-up systems Accounting for employees and volunteers Critical operations Property damage Reporting of injuries 9

Hurricane Scenario Update # 3 Saturday, 7: 00 p. m. : As the winds decrease and the rain tapers off, [Insert community] is able to assess the damage from Milo. Water is slowly receding, allowing at least one lane of traffic on several major roads. Local law enforcement has restricted access to heavily damaged areas and has established a curfew in some portions of the community to prevent looting. Some residents have been permitted to return home, though thousands remain in temporary shelters. 10

Hurricane Scenario Update # 3 (continued) Several major schools remain closed, and large areas of the community still do not have power. We are able to access our facility and inspect the damage. There is significant flood damage to the lowest levels and much of our IT infrastructure is not functioning. Several trees have fallen into the main entrance, tearing a large hole in the roof and shattering windows. Based on a preliminary damage assessment, it is expected that our facility will not be operational for at least 3 weeks. 11

Recover Key Themes: Immediate actions and priorities Critical community services Employee communications Employee work status Vital business documents Community support 12

Hotwash Ask both Participants and Observers to help identify organizational strengths and weaknesses, priorities, and ideas to make improvements. Suggested prompts: 1. What strengths in your organization’s emergency plans did this exercise identify? 2. What weaknesses in your organization’s emergency plans did this exercise expose? 3. What unanticipated issues arose during the exercise? 4. What gaps were identified? 5. What are some high-priority issues that should be addressed? 6. What are some new ideas and recommendations for improvement? 13

Next Steps Now that you have completed your Tabletop Exercise (TTX) for a Hurricane Scenario, consider these additional action items: § Draft a report on results from TTX; § Assign leads within the organization to address gaps; § Communicate the steps you are taking to your entire organization. For more information, log on to www. ready. gov/prepare. 14